Automating Internal Billing with InterUnit Billing, Billing Session ID · 2019. 4. 8. · peoplesoft fscm, hcm, scm, grants management ... agenda - part 2 internal customer billing
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104080
Automating Internal Billing
with InterUnit Billing, Billing
Workflow, and Manager
Transaction Review
4/8/2019
Jessica Mann
SpearMC
J.D. Kuwica
Kaiser Permanente
PRESENTERS
J.D. Kuwica
• Program Director, OneLink
Optimization
• Kaiser Permanente
• jeffrey.d.kuwica@kp.org
Jessica Mann
• Practice Director, Grants
Management
• SpearMC Consulting
• jessica.mann@spearmc.com
25 years – PeopleSoft Experience (FCM since r2.2)
Business Architect role at McDonnell Douglas/Boeing, Verizon Wireless, Countrywide Financials and KP
17 Years – PeopleSoft Consulting Experience
15 Years – Specialization in Grants Management
Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control
# of Employees: 208,975
# of Physicians: 21,275
# of Hospitals: 39
Operational Rev: $72.7 billion
Annual Grants Fund.: $270M
Grants Programs: over 2500
KAISER PERMANENTE &
ORACLE
Go-Live: PS 8.9 in Aug 2014
PeopleSoft Ver.: 9.2 Image 27
PeopleSoft Tools: 8.56.07
Modules: AP, AM, AR, BI, CA, GM,
EM, EX, GL, IN, KK, LA, PC, PO, PV,
SP, SS
PeopleSoft FSCM, HCM, SCM, Grants Management
PeopleSoft Hosting on Oracle Cloud Infrastructure
PeopleSoft & Tools Training
Testing as a Service
PeopleSoft Reseller since 2008
PTF and Test Automation
Oracle Hyperion and PBCS
Oracle Business Intelligence
PeopleSoft Managed Services
About Us
Founded in 2004, SpearMC specializes in:
OVERVIEW
• Like many healthcare organizations, Kaiser Permanente (KP) has various types of
internal billings. It is common for one Grants Region at KP to sub-contract with
another Region to perform a portion of an award. In addition, Projects and Grants can
be funded from internal sources. As the number of KP regions grows and the volume
of inter-regional sub-recipient billing and internal customer billing increases, it became
important for KP to automate these types of approvals and billings.
AGENDA - PART 1
INTER-REGIONAL SUB-RECIPEINT BILLING SOLUTION USING INTER-UNIT
BILLING AND BILLING INVOICE APPROVAL WORKFLOW
1. OVERVIEW
2. GOAL
3. SOLUTION OVERVIEW
4. CONFIGURATION
5. CHALLENGES/LESSONS LEARNED
AGENDA - PART 2
INTERNAL CUSTOMER BILLING SOLUTION USING MANAGER TRANSACTION
REVIEW
1. OVERVIEW
2. GOAL
3. SOLUTION OVERVIEW
4. CONFIGURATION
5. CHALLENGES & LESSONS LEARNED
INTER-REGIONAL
SUB-RECIPIENT BILLING (ISB) OVERVIEW & GOALS
ISB OVERVIEW
• It is common for the recipient of Federal Grants to engage sub-
recipients to perform some of the work. KP Research Institutes
(Prime) collaborates with other KP regions (Sub) to carry out a large
amount of the research work.
• Since both Prime and Sub KP Research Institutes entities incur
expense, it is appropriate that both recognize revenue and expense.
However, expense incurred by the Prime paying the internal Sub
should eliminate with the revenue recognized by the Sub.
ISB GOALS
• Eliminate the process of printing and depositing of checks to KP entities
• Continue to allow revenue to be recognized on both sub and prime's GL
(eliminated in consolidations)
• Eliminate inter-regional revenue and expense consolidations timing
issues
• Do not book anything to Prime's GLBU until the invoices is approved by
the prime
• Standardize business process and accounting as much as possible
across Grants Business Units (some of which are not using
GM/PC/CA/BI)
ISB SOLUTION OVERVIEW
• InterUnit Billing with Supplemental Data with a few minor customizations • IU Billing uses AP/AR Netting to eliminate paper checks
• Billing Invoice Approval and Invoice Supporting Documents • Custom approval page (to meet security requirements)
• Invoice approval eliminate timing delays in Eliminations
• Billing Spreadsheet Upload for KP Regions not yet using GM/PC/CA/BI
• Revenue Reclass allocation to reclass revenue to inter-regional at the time
of billing (uses custom view) • Eliminates manual accruals of Revenue
Go Live: 7/18/2018
ISB ACCOUNTING
ISB ACCOUNTING
INTER-REGIONAL SUB-RECIPEINT
BILLING (ISB) CUSTOMIZATION - IU BILLING
APPROVAL
ISB PROPOSAL
Created new view which allows the selection of IU Grants Customers
ISB PROPOSAL
ISB PROPOSAL
Created new Inter-regional Sub-recipient Products to default a new Bill Type (used in Billing Workflow and defaults specific Invoice Numbering format)
ISB GENERATE AWARD
Customized the Generate Award process to allow creating a Contract for an InterUnit Customer when the Contract Classification is Standard
ISB CONTRACT
Customized Contracts to allow saving a Contract with an InterUnit Customer on the Contracts Billing Options page when the Contract Classification is not Internal
ISB SUPPLEMENTAL DATA
Using Delivered Contract Line Supplemental to store the Prime ChartField info to be charged.
In Scope Prime Example
Out of Scope Prime Example
ISB BILLING UPLOAD
Simplified the Billing Upload to minimize the entry required by the end users and automates the accounting distribution.
ISB BILLING UPLOAD
ISB APPROVAL ROUTING
Workflow Step (sequential)
Skip Select FDA CO GA NCAL WA HI NW SCAL
Project Team - GM Y N X
Project Team - (1) PID, (2), PM, (3) PI Y N X X X
Project Team - PM
Y N X
Billing Invoice Approver (Role) N Y X X X X X X
Billing Invoice Approver (Role) and Project Team – GM N Y X
FDA Approver (selected by Billing Invoice Approver) N N X X X X X X X
ISB DELIVERED APPROVAL PAGE
ISB DELIVERED APPROVAL PAGE
ISB WORKLIST
ISB CUSTOM APPROVAL PAGE
Fiscal Approver look up validates based on Prime ChartFields and Invoice Total against existing custom FDA tables
ISB CUSTOM APPROVAL PAGE
ChartFields displayed is dynamic based on Supplemental Data Configuration
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
ISB WORKLIST
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
INTER-REGIONAL SUB-RECIPEINT
BILLING (ISB) CONFIGURATION - IU BILLING
SUPPLIER
CUSTOMER
INVOICE NUMBERING ID
BILL-BY IDENTIFIER
BILL PLAN DEFAULT TEMPLATE
PRODUCT
PRODUCT RATE DEFAULTS
SYSTEM TRANSACTION MAP
ANALYSIS TYPES / ANALYSIS GROUP
ACCOUNTING RULES
ACCOUNTING RULES
INTERUNIT PAIRS
ACCOUNT
DEPOSIT TYPE
BANK
BANK BRANCH
BANK ACCOUNT
BILLING DEFINITION
SUPPLEMENTAL DATA
ALLOCATION STEP / GROUP
ALLOCATION STEP / GROUP
INTER-REGIONAL
SUB-RECIPIENT BILLING (ISB) CONFIGURATION – BILLING
APPROVAL WORKFLOW
BILLING DEFINITION
APPROVAL PROCESS DEFINITION
APPROVAL PROCESS DEFINITION Use the Define Criteria to define the criteria/rules you want to apply to an approval process.
You can use:
Field (Equals, Between, Not Equal to, etc.) and
Amount Criteria (Greater Than or Equal to, Between, Less Than or Equal To)
APPROVAL PROCESS DEFINITION
USER LIST DEFINITION
USER LIST DEFINITION
INTER-REGIONAL
SUB-RECIPIENT BILLING (ISB) CHALLENGES AND
LESSONS LEARNED
ISB CHALLENGES & LESSONS LEARNED
• Needed Image 24 for Billing Approval for Worksheets and
Contracts Supplemental Data
• Competing requirements for revenue
• Lengthy and integrated approval and testing process
• Billing Spreadsheet Upload Challenges
INTERNAL CUSTOMER BILLING
(ICB) OVERVIEW & GOALS
ICB OVERVIEW
• Internally funded projects are projects which are funded by entities
within Kaiser Permanente. While an award is issued and invoices
are created, no revenue is recorded for the work performed on these
projects, instead costs are reimbursed by transferring the costs to
the entity providing the funds using an expense accounts.
ICB GOALS
• Automate cost reimbursement
• Simplify the billing/approval process
• Standardize business process and accounting as much as possible
across Grants Business Units (some of which are not yet using
GM/PC/CA/BI)
ICB SOLUTION OVERVIEW
• Manager Transaction Review and Accounting Rules with
custom security
• New view and queries for project review/approval reporting
Go Live: 4/11/2018
ICB SOLUTION OVERVIEW
ICB SOLUTION OVERVIEW
GLBU/Affiliate, Department and Location for the KP Sponsor • Who will be funding
the project • Who is being charged
ICB SOLUTION OVERVIEW
GLBU on the transaction
GLBU on the Project Organization = • Who will be
funding the project
• Who is being charged
INTERNAL CUSTOMER BILLING
(ICB) CONFIGURATION
INSTALLATION OPTIONS
PROJECT TYPES
ANALYSIS TYPES / GROUPS
RATE SETS
ACCOUNT / COMBO EDITS
ACCOUNTING RULES
ACCOUNTING RULES
REVENUE / BILLING PLAN TEMPLATES
PRODUCTS
PRODUCT RATE DEFAULTS
PRODUCT TYPE SECURITY
PRODUCT TYPE STATUS PATH
INTERNAL CUSTOMER BILLING
(ICB) CHALLENGES AND
LESSONS LEARNED
ICB CHALLENGES & LESSONS LEARNED
• Manager Transaction Review limitations • Unapprove bug
• F&A
• Transaction Adjustment
• Project Excel to CI upload
• PC Business Units with PCBU/Project/Activity optional needing to be
trained to enter Activity ID
• Update for new SetID required updates to queries not joining to
TableSet Control
CONCLUDING THOUGHTS ANY QUESTIONS?
QUESTIONS?
Session ID:
Remember to complete your evaluation for this session within the app!
104080
jeffrey.d.kuwica@kp.org
jessica.mann@spearmc.com
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